ABOUT EVENT MANAGEMENT
YOUR ON-SITE SUPPORT TEAM
ABOUT US
OUR VALUES
At Conference Care, our mission is to be a force for good in the events industry We want to inspire, innovate and create change, helping people to reach their goals and share success.
We hold ourselves to high standards and continue to raise these annually. In February 2024, we became a B Corp. This means we are meeting the highest standards across the following requirements:
Governance
Workers
Community
Environment
Customers
As well as the internationally recognised high standards of the B Corp certification, we are fourteen-time M&IT award winners, and we subscribe to the following:
PRE-EVENT MANAGEMENT
Give us the details - we’ll give you the plan Your event is in safe hands as we work to meet your key deliverables
We’ll stay one step ahead by plotting out a timeline of your event and save you time by liaising with our network of venues and suppliers You haven’t seen detail until you ’ ve read one of our event schedules – we plan for every contingency, perform health & safety compliance checks, and ensure best practice from the outset. Pre-event management is key to achieving your goals, so don’t take any chances.
Confirm final event deliverables
Attend site visits & menu tastings
Supplier contract negotiation
Produce an event running order
Share best practice
Produce an event timeline with key actions & deadlines
Venue & Supplier management & liaison
Weekly planning calls & regular meetings
Produce final master documents
Health & Safety compliance checks
SPEAKER MANAGEMENT
Your speakers will be kept well-informed and be well looked after to ensure they deliver their best to your attendees.
Save time answering speakers’ queries and focus on important planning while we keep them in the loop On the day, speakers will receive a warm welcome and be guided to the right place at the right time, no mess, no fuss.
Our team can also build you a portal to serve as a hub for all speaker information. This portal can be tailored to suit your needs - collecting only the details relevant to your speakers and your event If you’d like to see a sample of our speaker information pack, let us know
Manage speaker queries and requirements
Produce a speakers information pack
Onsite speaker management
Speaker Briefings - Virtual or On-site runthrough with AV team
Speaker communication - Ensure speakers know their talking points onstage and in the room throughout the event.
VIP Speaker Management - Source & liaise with guest speakers, providing a VIP experience via a dedicated event manager.
Panel Coordination - Organising multiple speakers participating in one or more panel sessions
If you ’ re not careful, managing exhibitors & sponsors can cost you precious planning hours. Our solutions save you time while maximising space, boosting sales, and even identifying new income streams
With our assistance, you can increase the appeal of your event Through clever, hands-on management we’ll keep your sponsors happy, keep them focused, and improve user experience for exhibitors and attendees alike
Design an effective exhibition floor plan to maximise space & sales
Manage sponsorship and exhibitor online bookings and liaison
Onsite Sponsor & Exhibitor management
Help to create appealing sponsorship packages Management of package inclusions
Tailored speaker management portal
All prices below are standard rates, but upon proposal we review time spent on your project/event using project and time management tools, such as Clockify, Asana, and Fathom.
- Identify roles and responsibilities
- Produce an event timeline with key actions and deadlines
- Attend 1 x site visits & 1 x Menu tasting (if applicable)
- Supplier contract negotiation
Pre-Event
Co-ordination
Speaker Management
- Venue & Supplier management and liaison
- Weekly planning calls & regular meetings
- Produce an event running order
- Produce final master documents
- Share best practice
- Health and safety Compliance
- Client to share a master list of speakers
- Conduct speaker liasion from the master list via speaker portal
- Prepare a speakers’ information pack
- Manage speaker queries and requirements
- Collate speaker information
Sponsor & Exhibitior Management
- Design effective exhibition floor plan to maximise exhibition space and sales
- Assist client in producing an appealing sponsorship and exhibition sales booklet to promote the available packages
- Maintain ongoing liaison with organisations and management of package inclusions
All prices exclude VAT
Charged on a daily rate based on the scope of work.
Average event to be 5 days work at £650 + VAT per day
£110 + VAT per speaker
£110 + VAT per sponsor or exhibitor
EVENT WEBSITE
Having an event website has a range of benefits – from being a central hub for all event information to attracting sponsors To ensure you have a website worthy of your vision, it’s important to have a team who understands it and brings it to life. That’s where we come in.
Branding through images, logos, colour, and font
Multiple tabs of information
Can host registration & accommodation booking
CLICK THE IMAGES BELOW TO VIEW AN EXAMPLE OF AN EVENT WEBSITE WE’VE BUILT:
REGISTRATION
Gather all your event information in one place to create a more personalised booking experience Managing bookings online is a huge time saver, and our registration service guarantees your guests receive all the information they need.
You’ll receive a detailed overview of registrations at the click of a button, and a member of our team will always be on hand to support your guests
Registration form with customisable fields
Manage all online bookings, amendments and cancellations
Collate agreed event dataattendance, accommodation, dietary and special requests
Can integrate page logic for different attendee selections
Phone 02476 369 720
Issue emails including invitation, confirmation, amendment, cancellation and joining instructions
Event support desk available Monday-Friday, 10.00am - 4.30pm via dedicated email address and telephone line Live link reporting
REGISTRATION SITE PRICING
2026 Rates
Website Registration including 4 tabs of information includes Registration 'lite'
Additional Tabs Additional tabs
Simple Registration Form Basic data capture
Complex Registration Form
Complex booking form to include any of the following:
Session booking
Question logic
Attendee categories
£2,500
From £350 depending on content
£500
£1,500
Registration Fee Management fee per person for all events Bespoke per event brief
All prices exclude VAT
LEAD GENERATION
Keep attendees and speakers informed with branded communication, and utilise cost- effective, reportable lead generation. The key to making money through your event is effective lead generation and management.
Our solution maximises the potential of your attendees, helping to turn them into leads, and giving you full visibility through our event app It’s cheaper than your average QR code scanners and will help sell the event to exhibitors too – what are you waiting for?
Scan in-person leads by QR Code or Barcode
View a list of leads at any time
Badges with printed QR codes
QR codes available in-app
Lead details emailed to you and your team in real-time
Qualify and ask custom questions
Instant follow-up email sent to your individual leads
Downloadable full reports to excel from the portal through images, logos, colour, and font
Accessible and usable whilst offline
“I wanted to say a personal thank you to you and the team for all your support over the past few months I really valued having experts alongside me to act in both an advisory and support capacity I can hand on heart say that the conference would not have been a success without you all
- UK Evaluation Society READ CASE STUDY HERE
“Last year, the Institute of Fundraising Scotland employed the events management services of Conference Care to assist with the management and logistics of our annual conference Throughout, Conference Care demonstrated that they were an attentive partner who continually provided a first-class and proactive service Thanks to this approach, we delivered our biggest and most successful conference in the event’s 25-year history ”
- IoF Scottish Fundraising Conference READ CASE STUDY HERE
“Just a little note to say the BIGGEST thank you to the team for the immense efforts that go into the planning and smooth delivery of the annual conference (as well as the many other events) year in and out ”
- Institute of Student Employers (ISE) READ CASE STUDY HERE
